Procite 5: An Introduction

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• Intro to EndNote
• Intro to Procite
• EndNote vs. Procite
• Downloading
• Connection files
• EndNote and BMS Help Home

I. CREATING A NEW DATABASE OF CITATIONS

Choose File – New – ProCite Database.

When you give your database a name, it will be saved with the extension .pdt. You can also add any comments you wish to include.

Under Tools – Options, you can specify the locations of files you want to import; specify how you want the database to be displayed; and define rules for internet searching when connecting through ProCite.

In the default database display, you can customize what fields to display by using Configure Record List under the View menu. Click and drag to change column widths, or change font and size of the text using Configure Record List. The Sort options provide you with ways to search your data. You can cut and paste data into a word-processing program if you wish.

Marking Records

Each record has a check box to the left of it. You can mark records if you wish to view only these records. Marking records is also useful when you are searching your ProCite database to generate a bibliography related to a particular subject. You can also mark certain records and copy them into another ProCite database. Within the Edit menu, you can find and replace text within marked records if you want to change a keyword that describes a particular entry, and so on.

Displaying Content Within the Database

1. Go to Show, then select Authors. Click on an author name to list all records by that author.
2. To view a list of journals, go to Show and then select Journals to generate a list of journal titles found in your database.
3. Show – Keywords can generate a list of references which you tagged with a descriptive keyword. You can then sort your references by topic, etc.

When you enter records, they can be saved together in a group to make them easier to use later on. The Groups tab displays a list of groups in the database.

If you need to find a particular record within ProCite, there are a variety of search options described in Chapter 13 of the ProCite 5 manual.

To look at a complete record, click to view it. Double-click if you wish to edit the record.

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II. WORKFORMS
This is the form in which the record was entered into the database, called a workform. Whoever entered this record left some fields in the workform blank.

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III. CREATING A NEW RECORD

Go to Database - - New Record, and select the appropriate workform. When you close the box after entering the record, the workform will prompt you to save it.

Rules for Manually Entering Data
If you want ProCite to create bibliographies with the correct formatting, it is essential that you enter information correctly. Generally, when you want something to appear capitalized in the final bibliography, you should capitalize it when entering the information.

1. Authors: enter each name as completely as possible in this order:
[lastname, firstname middle]
Jordan, Karen M.

It is better to enter the full author name rather than using initials.

Corporate Authors
For corporate authors, use an = sign before the name so that ProCite ignores normal author formatting. Examples:

2. =Department of the Treasury
=MWS Corporation

3. Multiple Authors
Use a double slash (//), semicolon (;), or hard return between author names. You can use these separators interchangeably, but it is best to be consistent. If you do not know all of the names, enter the names you do have followed by the additional authors indicator (////).

4. Suffixes, titles, and other information about an author
Enter an equal sign before a suffix after an author’s name. You can also use the (=)sign to enter other information, such as birth/death dates or author roles:

Sodeman, W.A. = ,Jr.
Stevenson, Adlai E. = III
Hendrix, Jimi = (1945-1970)
Ikuta, J. = (neé Matsumoto)

5. Call Numbers
If you wish to enter library call numbers, enter them as they appear on the work itself (including any phrases).

6. Connective Phrases
This field is used to clarify the relationship between two works, often one being part of another. Common connective phrases include “in” and “submitted for publication in” and “cited in.” Capitalize the first letter of the phrase:

In accompanying
Within
Available from

7. Dates
ProCite can recognize a variety of date formats. Use a four-year date for dates before 1900 or after 1999. Two-digit years are assumed twentieth-century, so “98” is interpreted by the database as “1998.”

Many formats for entering a particular date range are considered to be acceptable. Here are just a few examples, all of which are fine:

Spring, 1999
Spring-Summer 99
Summer-Fall, 1999
Sep-Oct 1999
4-11 Jan 99
Jun-Jul 99
Win 98/Spring 99

8. Keywords
The keyword fields hold user-selected identification terms that describe the subject content of the work. Keywords are used to:
- Search for records by subject matter
- Produce subject lists or subject bibliographies (with keywords as headings)

Consistency and control of terminology is necessary to later find records with the same terms in this field. You can use term lists to maintain a standardized list of terms. When entering Keywords, separate multiple terms by a slash (/). You need to separate terms so that you can use both words and phrases as keywords. Some examples:

History / Nineteenth Century / England
Computer technology
DNA / Genes / Chemical analysis

9. Page numbers, etc.
ProCite will also recognize a variety of formats as indicative of page numbers. Here are some of the acceptable versions:

170-190
3/8
5,6
170-90
33-5, 45, 59

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IV. IMPORTING RECORDS

Use ProCite’s Import features to copy bibliographic data to ProCite from other software programs, library catalogs, and online databases.

A tagged file format is a format where each bit of bibliographic information in a record, such as Author, Title, Date, and Publisher, is preceded by a field tag or field label to identify it. You can import tagged records retrieved frm various bibliographic online databases, library catalogs, and Internet sources.

A delimited file format is a format where each field in a record is in a specific position and is separated by a special character. Some delimited formats also surround each field with a special character. Common formatting types are Tab Delimited and Comma Delimited, so we have defined a format for each.

Some online catalogs and library databases offer an “Export to ProCite” option, which creates a comma delimited file for easy import into ProCite. Some will offer a generic “Export in bibliographic manager format” or “Export to text file" option


Example of a tab-delimited record

Here is an example of a tab-delimited record for a newspaper article in which only the fields used in the workform are included.

Olson, Lise>staff writer>Research fund faces cuts>>In>Detroit Free Press>>Detroit, MI>>June 18, 1990> Business section E>>1-2>>>>The state Research Fund faces drastic cuts from the levels of past years>>Budget/Research

Example of a comma-delimited record

”Olson,Lise”,”staff writer”,”,”Research fund faces cuts”,”,”In”,”,”,”,”,”Detroit Free Press”,”,’,”,”,”,”Detroit, MI”,”,”June 18, 1990”,”,”Business section E”,”,”,1-2”,”,”,”,”,”,”,”,”,”,”,”,”,’,”The State Research Fund faces drastic cuts from the levels of past years”,”,”Budget/Research”

To import tagged records:

Make sure that the file you are importing is a text file, and that it has been properly prepared. Most library databases will export records for you in delimited format. To insert information properly into ProCite, you must have identified parts of the bibliographic record in a manner that corresponds to fields on the ProCite workforms.

The best way to make sure that data transfers into the correct workform and the correct fields is to include a workform indicator with each record in the import file. If you include a workform indicator, it must be in the first field of each delimited record. The indicator can either be the full field name or, in some cases, a one-letter code. A list of workform codes is available on p. 189 of the ProCite 5 manual. You can edit your text file to be imported within a word processor or Notepad program.

When you have your text file the way you want it, go to Tools in ProCite and select Import Text File.

Locate and open the text file that contains the tagged records you want to import into ProCite.

In the Target Database drop-down list, select the ProCite database to receive the records.

Click Transfer to begin the transfer.

If a field appears with three dashes as a field name (---) in the Edit Record window, data was not placed in a field specified in the workform definition. To remedy this, you can:
- Use the Global Move Field command to move the information to the appropriate field.
- Use the Global Edit command to delete the entire field of information from the marked records.
- Modify the workform itself.
- Delete the marked records (the records you just imported), modify your delimited file to match the field order to the appropriate records, and import the records again.

More information about tab-delimited and comma-delimited files is available in the ProCite manual.

Searching Within Your ProCite Database

See Chapter 13 in the ProCite 5 manual, “Searching and Finding Records,” for more detailed information about how to search for a particular record within the database. There are many options available.

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To see a list of Z39.50-compatible hosts which can be searched through ProCite, go to Tools and then Search Internet. Click on “Hosts” at the top of your screen to see what is available.

Click on the name of a host to connect. You can then search the foreign database and mark records you wish to import into your ProCite database.

It is possible to save your past searches within the ProCite program.

Searching library databases

ProCite has an automatic link to the PubMed database available. You cannot search other library databases through the ProCite interface, unfortunately, unless they are Z39.50-compatible. ANNA, the USM Libraries’ catalog, will have full Z39.50-compatibility at some point in the near future. Our library databases are not Z39.50-compatible at this time. However, the EndNote software does allow you to download information from library databases into your ProCite reference collection.

To configure a new host in ProCite

(i.e., to add another source you wish to search within ProCite, such as a library database) you must have the following information:
- Host name (descriptive only)
- Domain name or IP address
- Port number (Internet port for the server)
- Library type
- Location
- URL
- Username and password if required.

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VI. USING PROCITE WITH YOUR WORD PROCESSOR (“CITE WHILE YOU WRITE”)
ProCite’s installation program installs “Cite While You Write” support for Microsoft Word. ProCite commands appear either directly under or in a ProCite5 submenu of the Tools menu in your wordprocessor. Or use the ProCite Toolbar. If these commands don’t appear in your version of Word and you have already installed ProCite, you can check http://www.procite.com or the ProCite manual for help with modifying Word macros. If you don’t have the ProCite submenu available within Word at all, most likely the ProCite program was not completely installed.

Once you have a ProCite database of bibliographic records, you can cite those records within the body of a manuscript and automatically generate a formatted bibliography as you type. This makes it easy to insert citations as you type, rather than having to go back and do it later. You will simply click Insert Citation in Word, within the Tools menu at the top.

In your word processor document, enter identifying text for each citation you wish to insert, and link each citation to a corresponding ProCite record. You can Insert Citation when you come to the appropriate place in the text.

More about inserting citations

When you insert the citation, you do not have to return to ProCite and manually locate the record you need. You can type some text in the “Insert Citation” pop-up box which will identify the source you want to cite and the ProCite database where it appears.

You can cut and paste citations within the body of the text, or add/delete them, whenever you want.

Citations in footnotes or endnotes

You can insert citation in footnotes or endnotes. All linked citations are found and formatted when you Generate Bibliography.

How to add a reference to a bibliography without citing it in your manuscript

You can insert the independent reference at the end of your manuscript and apply “hidden text” to it. Or you can add an /h switch to the identifying text for that reference. For example:

Rieger, 1999/h

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VII. CREATING BIBLIOGRAPHIES WITH PROCITE

The most common bibliography is simply an alphabetized list of formatted references. ProCite displays a preview of your bibliography before printing or saving to disk. To print a simple bibliography, use the record list tabs to display the records you wish to print. From the File menu, select Print Bibliography. You can also choose to Print Subject Bibliography under File.

You could choose to print all records, marked records, records from a certain group, etc.

You have control over a number of printing options. Output Styles set the settings on your reference list to match the bibliographic style you want.

To select an output style for a bibliography, use the Output Style drop-down list.

To add a title to the top of your bibliography, type text in the Reference List Title box.

If you want to number references, select the check box to number references and then type a starting number in the Beginning With text box. When you print your bibliography, each citation numbers sequentially.

Within ProCite you can also set indentation, paragraph indent, margins, and spacing for your bibliography.

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Output styles are kept in ProCite’s Styles folder. To get there:

Go to File—Open and navigate to the ProCite5 folder.

Open the folder for “Styles.”

You will see a variety of subject areas listed.

Journals within a particular discipline

Within the subject area for your discipline, you will see a list of journal title abbreviations. These output styles are in the required submission format for the journals listed.

Creating your own output style

The easiest way to create your own output style is to find an existing output style that is similar to the one you want to create, copy it, and modify the copy.

To create a new output style without basing it on any other format, select New from the ProCite File menu and choose “Output Style.”

Here is the form you will work with when creating a new output style. Before creating a style, you may also wish to check the www.procite.com site for any updates that have been made available

Format the desired appearance of your in-text citations for the workforms you will need, then click on “Bibliography” to design the appearance of your bibliography. Chapter 23 of the EndNote manual provides more information about how to enter information into the boxes above in proper delimited format

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IF YOU NEED HELP with ProCite 5 or EndNote bibliographic software, you can email the Library�s Helpdesk. See our current workshop schedule if you are interested in attending a session at Cook Library this fall.

This guide last modified August 23, 2004.
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